# Supplier price checks in Sage 300 for wholesalers

Sage 300 has no built-in supplier price checks. Wholesalers buy thousands of SKUs. A small unit price change on a high-volume line can cost more than a missed large bill.

## Why it matters for wholesalers

- Suppliers change price lists, run promotions and add surcharges. The price on the purchase order may be weeks old when the invoice lands.
- Rebates and settlement discounts sit outside the invoice, so the price you pay is not always the net cost you get.

## For wholesalers in Sage 300

- Vendor Contract Costs hold the agreed base unit cost for each unit of measure plus volume discounts as a percentage or a flat amount. A wholesaler can set a carton price and a unit price for the same item.
- Without a contract cost, orders use the Default Item Cost option in P/O Options. The choices include Most Recent Cost, Standard Cost, Average Cost, Last Unit Cost and Vendor Cost. Without Inventory Control it is always Vendor Cost.
- The Unit Cost finder on Purchase Order Entry, Receipt Entry, Invoice Entry, Return Entry and Credit/Debit Note Entry lists every vendor's contract cost for the item. Use it to compare suppliers before you accept a price.

## Rules that matter for wholesalers in Sage 300

- Contract costs work only for stocked items that have a contract cost record. Non-stock lines have no default.
- Without a contract cost, the Default Item Cost option in P/O Options decides the price. Check which choice your company uses.
- A Greytrix add-on can add Warning, Tolerance or Error limits on cost.

## What Sage 300 does on its own

Vendor Contract Costs hold agreed prices per vendor and item. The contract cost then fills in as the default cost on purchase orders, receipts, invoices, returns and credit or debit notes. The guide describes no warning when an invoice cost differs.

- Only works for stocked items with a contract cost record.

The user can see the default and type over it.

What you need and the setup steps: https://www.pulsify.tech/supplier-price-checks-for-sage-300/

## Example

Example Paper Products sells reams and cartons of the same item. Vendor Contract Costs hold a carton price of $38.00 and a unit price of $4.00. The invoice charges $41.00 for a carton.

- Contract cost per carton in Vendor Contract Costs: $38.00 (Fills in as the default cost on the order and invoice)
- Invoice cost per carton: $41.00 (The user can type over the default and no warning appears)
- Unit Cost finder on Invoice Entry (Lists every vendor's contract cost for the item)

The clerk spots the $3 difference by comparing with the default. The Unit Cost finder shows whether another supplier is cheaper.

## Common mistakes

- Loading a unit price for an item that is bought by the carton.
- Typing over the default cost on a receipt to match the supplier's invoice.
- Skipping volume discount entries, so the default overstates the cost.

## Step-by-step guides for Sage 300

- How to check A/P invoice lines against agreed vendor prices in Sage 300: https://www.pulsify.tech/how-to/check-bills-against-agreed-supplier-prices-in-sage-300/

## What Pulsify adds

Pulsify checks every line against the purchase order or a price list you upload for each vendor. Pulsify connects to Sage 300. We set up the connection for you. More: https://www.pulsify.tech/po-matching/

## Common questions

### Does Sage 300 warn when a supplier invoice price is above the agreed price?

Not in the 2023 guides. Vendor Contract Costs fill in the agreed cost on orders, receipts and invoices. The user can type over it.

### How closely should a wholesaler check supplier prices?

Check the unit price on every line, not just the bill total. A 2% rise on a $500,000 monthly spend line is $10,000 a month. Check the largest SKUs by spend most often.

### Do contract costs work for non-stock items?

No. Vendor Contract Costs apply to stocked items that have a contract cost record.

## Sources

- https://cdn.na.sage.com/docs/en/customer/300erp/2023/open/Sage300_PurchaseOrders_UserGuide.pdf
- https://www.ato.gov.au/businesses-and-organisations/gst-excise-and-indirect-taxes/gst/tax-invoices

Source: https://www.pulsify.tech/supplier-price-checks-in-sage-300-for-wholesalers/ (last checked 2026-10-19)